The physics-education research community came back: a year after GIREP-EPEC 2025 in Leiden, GIREP MPTL 2026 in Crete brought the community's next meeting to HEPCon — 296 contributions in 102 sessions, up to 9 in parallel.
View case studyProfessionalise Your University Research Day
Give students and faculty the polished conference experience they see at major international meetings — on a campus budget, with no IT support needed. The same app that runs flagship conferences with hundreds of contributions — effortless at research-day scale.
Your Students' Work Deserves Better Than a Printed Booklet
A university research day represents months of work — by students, faculty supervisors, and the administrators who coordinate it all. The programme quality is there. The poster content is there. What's often missing is a delivery layer that matches that effort.
HEPCon gives your departmental event the same mobile technology used at major international congresses like ICHEP and TWEPP — searchable, offline-capable, and live in 48 hours. Students are findable by name and department. Judges navigate to the right poster in seconds. Families and visitors can follow the day without asking at the information desk. And next year, you reuse the same structure with a new data file.
- Start from the Excel sheet you already maintain — we handle the rest
- Student posters searchable and filterable by department, degree level, or theme
- Poster awards built in — jury voting, moderation, and computed shortlists via the opt-in awards engine
- Works offline in basement lecture halls and buildings with poor campus Wi-Fi
Pricing plans designed for departmental budgets — not conference industry rates. See pricing →
Elevate Student Work
Make student posters searchable and discoverable — the same way professional scientific proceedings are indexed at international congresses.
What Goes Wrong at Campus Research Days Without a Digital Programme
- Poster withdrawals and room swaps make printed booklets wrong by 8am. Last-minute changes are inevitable. Printed materials can't be updated — so the version in attendees' hands is already out of date when the doors open.
- Judges walk the floor with paper lists and can't locate specific students. Without a searchable, filterable programme, judges waste time navigating poster halls and miss their assigned presentations.
- You rebuild the same Excel-to-PDF workflow every year. The same formatting, the same manual updates, the same version confusion. There's no structure that carries over from one edition to the next.
- Visitors and families can't navigate between buildings and poster zones. Campus events spread across multiple floors or buildings — without floor maps and location labels in the programme, the information desk becomes the navigation tool.
- Students miss their own presentation slot. Unclear signage, late schedule changes, and a confusing printed layout mean students can misread when they're "on" — especially in evening or multi-session events.
- Faculty committees coordinate via email threads with no single version. Without a central source of truth, reviewers and judges work from different copies of the programme and arrive with conflicting information.
HEPCon solves all of these — from your spreadsheet to a working programme app in 48 hours.
Try free with your event data →
Tailored for Academic Showcases and Poster Events
Poster Awards & Jury Voting
Run the poster competition on the built-in awards engine: an opt-in voting window, jury moderation, computed shortlists, and published winners — with results exportable as CSV. A dedicated judge-assignment view is available on request.
Clear Signals for Students
The programme makes each poster's session, time, and location unambiguous, and the voting window is clearly bounded — so students know when to stand by their work and nobody misses their slot.
Campus-Friendly Navigation
Attach building and floor maps so visitors move from the keynote hall to poster clusters without asking for directions. Room labels and location notes are surfaced on each session card.
From Your Spreadsheet to a Working App
One Spreadsheet to App
Start from the Excel file you already maintain for posters or talks. We provide a simple template and turn it into a navigable programme — no technical setup required on your side.
Clear for Students, Families, and Visitors
Attendees find specific students, degree levels, and rooms without queueing at an information desk. Filters by department, theme, and poster location work offline.
Reusable Each Year
Once your event structure is set up, you reuse the same configuration next year with a new data file. No rebuilding from scratch, no reformatting the PDF again.
Tools for the Coordinator, Not Just the Attendee
Catch judging conflicts before judging starts
Judging schedules collide easily — a judge with five posters in the same 20-minute window, two judges assigned the same student, a faculty committee meeting overlapping the public viewing. HEPCon's personal agenda flags overlaps with a summary banner ("You have 3 conflicts today") and per-row badges, so coordinators rebalance the plan before the day starts rather than discover the clash mid-corridor.
Awards engine with jury moderation
When the day ends with a "best poster" announcement, HEPCon's awards engine handles the workflow: an opt-in voting window, jury-only moderation, a live-rankings flag, and callable functions to compute the shortlist and publish the winner. The announcement appears as a home-screen card the moment it is published — no email blast required, no scramble to update a printed handout.
Built for University and Academic Events
- Annual faculty research days and departmental showcase events
- Student poster competitions and graduate research conferences
- Interdisciplinary university symposiums with multi-building programmes
- Academic institute open days with public and external attendees
Proof from Academic & Education Events
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GIREP-EPEC 2025 conference app — track filters and push notifications for 350 physics educators in Leiden
2025 • Leiden, Netherlands
350 attendees · 6 tracks · 200 contributions · 80 posters
HEPCon provided the GIREP-EPEC 2025 mobile agenda in Leiden with Indico sync, session-level filters, and push notifications for the international physics education community.
View case studyTrusted by many
15,000+ attendees served since 2018 — from CHEP and ICHEP to research days
What Students, Judges, and Visitors See on Their Phones
Searchable by student name, department, or degree level — no printed list required. Works offline in basement lecture halls and campus buildings with poor Wi-Fi.
Research day overview with poster zones and session schedule
Poster list — every entry with its location, presenter, and abstract
Ready for Your Research Day?
Send us your spreadsheet and we'll show you the working app before you commit to anything. Students, judges, and visitors navigate on their own from day one.
Build My Campus App Book a DemoEvaluate free with your live data — the go-live decision is due one week before your event. No credit card required.